Sharks Volunteer Policies, Procedures and Positions
Sharks Volunteer Policies, Procedures and Positions
The Cypresswood Sharks is a volunteer run organization and is dependent on the volunteer work of our parents. In order to run our meets smoothly and efficiently, we need volunteer commitment from every swimmers’ family. This is a great opportunity to get involved and meet new families and swimmers! Over the course of the season, there are many volunteer positions that need to be filled. A good rule of thumb is to plan on volunteering each week in some capacity.
Each Shark family is responsible to complete 25 volunteer points (per family) during the swim season. A $300 Volunteer Deposit will be required at registration. If ALL volunteer points are not completed by the end of the swim season, you volunteer deposit will be charged. Upon completion of the 25 required points, your deposit will be voided. Rest assure that the swim team does NOT want an extra $300 from you. We need your man-hours.
What are volunteer points? Well, it's based on a shift for timers/scribes. The first shift = heats 1-42. The second shift = heats 43-80. The length of a shift can vary by many factors - the number of swimmers on each team, the number of volunteers we need to start the meet or transition to the next shift (if we have holes for timers/scribes then it will take time to get folks to volunteer), etc. Depending on how smoothly the heat goes, will determine the length of each shift. If you work 2 shifts during a meet, then you will earn 2 volunteer credits. Some jobs are worth more points, some less. Each job has a point value assigned to it so you will know exactly how many points a job is worth when you sign up.
To receive credit for your shift, you must sign in on the volunteer table on the sign-in sheet. If you would like to get additional points on the day of the meet and didn’t sign-up ahead, please check with the Volunteer Coordinator and see what positions are available. You must be written in on the volunteer sign-in sheet to receive credit.
Once you sign in, report to the appropriate contact person for your duties.
Please give the volunteer coordinator a few days after the meet to approve points. In addition to getting your points approved, she is working on getting the next set of jobs posted.
Listed below are the varying volunteer positions and their duties/descriptions:
1. Board of Directors
This is a typically a three-year volunteer commitment to participate in the organization and support of fielding a competitive team for the growth, training, enjoyment, good sportsmanship, and participation of all swim team members. Board members define rules and governance of the organization and are responsible for the operation of the Cypresswood Sharks Summer Swim Team in conjunction with the Northwest Aquatic League (NWAL).
2. Age Group Parents (AGP)
- Applies to both boys and girls.
- AGP role is to ensure the right kids are at the ready bench in time for the events.
- Is provided a meet sheet in the morning that reflects individual swimmer events they are entered in. Once circle in is completed, the AGP will be provided a relay sheet with swimmer's names and relay events,
- Identifies any missing swimmers from the sheet to the Clerk of the Course or Coach.
- Are responsible for getting the swimmers grouped by events in their age groups to the ready bench in a timely manner when the event is announced on the PA system or event board.
- AGP are NOT responsible for the minding, safety, well-being or any other form of care to the swimmers.
3. Ready Bench/Ready Bench Assistants (Clerk of Course)
- Applies to both boys and girls.
- Receives assignment sheet from the clerk of the course after circle in and scratches are complete.
- Role is to sort swimmers into their assigned event, heats, and lanes using the assignment sheet from the Clerk of the Course.
- Take the swimmers from the ready bench to behind the block and ensure that they are in the correct lane and order.
- Notify deck referee of any NO SHOWS at the ready bench and suggest possible combination of heats or events in sufficient time to be considered and implemented.
4. Ready Bench Observer
1. Supervises and ensures the safety of the swimmers at the ready bench while waiting to swim their event.
5. Runner/s
- Runners must arrive by 7:30 and check in with the Computer Coordinator.
- Role is to continually collect and deliver assignment sheets, timer sheets and other meet information to the designated points defined by the Clerk of Course, Meet Referee, Starter, Ready Bench, and Swim Lanes.
Runners will deliver to each swim lane timer sheets provide by the Clerk of Course. Runners will pick timer sheets and return those to the Clerk of Course.
6. Timers & Scribes
Roles are to record swimmer's times, generally there are three timers per lane, and responsibilities are split at dual meets between the two teams at both home and away meet. Typically, there are two shifts with shift change is at event 42/43. Stop watches and training is provided.
Scribes, one per lane, will write down all times from the timers onto the timer sheets and pass to the Runner. Scribes will circle intermediate chronological time from the three times taken on the timer sheet.
Guidelines for Timers and Scribes (modified from NWAL rules)
Determining Official Time
a. Use three (3) watches per lane: if two (2) watches agree, this time will be the official time. If none of the watches agree, then the intermediate will be the official time. Please circle the official time so it stands out e.g. 32.53 32.46 32.83
b. If only two (2) watches are operable in a lane, the readings shall be averaged, and if the result includes a thousandth of a second, it will be rounded up to the next slowest hundredth of a second. This average will be the official time.
c. If readings from only one (1) watch in a lane are obtained, it is the official time.
Head Timer
a. Assignment of timers to lane shall be the responsibility of the Head Timer.
b. The Head Timer shall be responsible for delivery of all official times as reported to him/her by the lane timers, including the time of disqualified swimmers.
Scribe
a. One timer on each lane will be designated as the scribe. The Scribe shall be responsible for the following:
- Determination if the proper swimmer is in their lane and in a position visible to the starter.
- Determination of and recording of all watch times in order A, B, C, manual backup.
Lane Timer
a. The timers shall be placed directly over their assigned lanes at the finish.
- Watches will automatically be started by the starting official with exception of the manual back up time. That watch should be started by viewing the strobe light on the starting unit.
- All watches shall be stopped immediately when in the opinion of the timer any part of the swimmer's body touches the solid end of the pool course (e.g. starting block or pool wall)
NOTE: It is NOT the responsibility of the lane timer to judge if the finish touch meets the requirements of the appropriate stroke rule.
- All Lane timers shall promptly report their times to the Head Lane Timer or his designate, present their watches for inspection if required, and shall not clear them until given the "clear Watches" command by the Referee or designate.
- The time of each watch is recorded by the Scribe, on the lane timer's sheet and the official time of the lane established as provided above.
- Timers should report the times from their watches in the same order on the sheet for each Heat (watch A, B, C, Manual back up).
Timers and scribes become Officials when on duty so should NEVER coach or assist their own or other Children. Coaching by an Official may result in a DQ of the swimmer and removal of the Official from the Pool Deck. Appropriate encouragement to the swimmer is acceptable.
Timers and scribes must NOT use cell phones while on volunteering
7. Ribbon Writer/s
- The Ribbon Writer roles is to affix labels produced by the Clerk of Course onto place ribbons, and file ribbons into swimmer's folders for home and away meets. Maybe be asked to check times results for correct data entry as required.
- Ribbon committee needs to be present at awards set up to help place ribbons on the trophies.
8. Meet Set Up and Tear Down
Required for home meets. At home meets this role will handle all equipment set up and tear down including but not limited to: putting out lane ropes, PA system, tents set up, etc… As identified by the Meet Set Up Manager, Volunteer Coordinator or Board Member.
9.Concession Stand
Assist in setting up, taking down, and or selling concessions at HOME meets.
10. Officials
Officials are volunteer parents who are certified by NWAL™. Certification is a simple and straightforward process, and in return for this extra volunteer responsibility. Officials receive a discount from the Sharks. It is very rewarding and fun being an official.
a. Referee:
Responsible for the meet and rules on questions of procedure and rules. It is the referee's job to make sure the meet is run fairly for ALL swimmers.
b. Stroke and Turn:
Reports to the Referee, and ensures the NWAL™ stroke and turn rules are applied fairly to ALL Swimmers. They will always take the time to explain if the swimmer infringed the NWAL™ rules so that the swimmer may learn and improve.
c. Starter:
Works with the Referee. Is responsible for starting the events fairly. Plays the most important part in the smooth running and timeliness of the meet. Responsible with the Referee for calling a false start.
d. Clerk of the Course:
Works with the Head Coach to draw up weekly team roster, enters all times for home meets into the Swim Software program, calculates results, provides heat sheets for timers, and delivers to the NWAL meet coordinator (or other) on or before the deadline (normally Thursday at 6.00 pm) preceding each meet. Makes up Master Swim Team list and keeps it updated.
11. Data Entry
Responsible for entering in event times, dq's, scratches.
12. Announcer
13. Parking Attendant
